Guide To Email Backup, With Tools And Methods!
If you are connected to a LAN network as an ASP client, then it is possible that your e-mails are stored on the server or on a connected special dedicated email server using either Microsoft Exchange or Lotus Notes.
The most commonly used email backup programs for client computers are Outlook Express, Microsoft Outlook and Eudora.
These email programs store the emails in a database structure.
Problem!
Many PC users don’t clean up the emails they stored in their email program. As a result the email databases tend to increase in size over time.
And one day this database becomes so corrupted that the data can be lost. In fact at some time in the future this is inevitable if the database is continually increased and not pruned.
Another concern is that when the database becomes very large it also consumes up valuable RAM memory and this tend to slow down the overall performance of the computer.
If you are a responsible for service of other computer users’ computers, then it is a good idea to educate them in the importance of keeping the email database small and to encourage them to clean up emails to avoid problems.
By making email backups, it allows you to backup and restore not only your email messages, but also your address book, email settings, accounts, message rules, junk email lists and signatures.
If the primary mail server on your data system goes down, a backup spool utility holds the email messages and redelivers the emails when you get back online.
Unfortunately many computer user first start to create backup copies only after they have experience their first data loss. There are several e-mail backup utilities and data backup software which can make the backup of your emails operation much easier.
External Internet email free services!
A popular alternative is to use a web based email account. The most common alternatives are Gmail, Yahoo, and Hotmail.
These email online services do not support pop features. If you need to make backup of the e-mails from these accounts, then use the following method:
- Save all the important emails on the accounts in html forms on a single folder. Zip this folder to a file and save this file on your hard disk or burn it on to a DVD, on a CD or store it at a remote data storage offsite location.
- Forward important mails to your other email program. This gives you a copy of important e-mails on your other account and it will be safe. This prevents you from not loosing mails.
To create an e-mail backup of your Outlook Express your first problem is to find the files on the PC which contains the emails.
Outlook Express stores emails in .dbx database files and the number of how many different dbx files there are depends on how many email folders you have created.
In Windows 98 you can locate your email files somewhere in the Windows directory. On Windows 2000 and Windows XP the emails are usually stored in the folders for user data or application data.
Mini Guide On How To Take Email Backup from Microsoft Outlook
- Click in on the “File” on the toolbar when you are in Microsoft Outlook
- Click on “Import and Export” from the dropdown menu
- In the next view that appears, select "Export to a file"
- Click Next
- On the next view pick "Personal Folder File (.pst)" as the file type
- Click Next
- On the next view you can select the specific folder (or folders) that you want to backup or export. You can select the “Personal Folders” at the top of the list. This will export all your emails, calendar and contacts.
- If you want to include the subfolders as in this case remember to mark the "Include Subfolders" option.
- Here you can customize what type of messages are exported and saved based on parameters such as keywords, date, recipient and sender buy click on the "Filter" key
- Now click on Next.
- On this view you define where you want to save your backup. The default is in the Outlook folder. But of course you can save this file wherever you like.
- Click on “Finish” to complete the Outlook backup.
- Before the backup start there will be an extra view where you can set if you want encryption with and without compression.
- It also asks for the backup folder will have if you restore. You can also password protect the backup.
- Click on “OK” and wait while the backup is made. It can take some time if you have a many of emails in the backup folder. It is best that you backup this file on backup media, for example on a CD to archive extra protection.
To recover the email:
You do the reverse with the import function in the file menu instead of using the export function.
Of course if you make a backup of your hard drive you also backup your emails.
There many backup solutions for emails. With some, but not all backup products you can mark email data for backup.
You can predefine the email program you want to create a backup from of the emails when you use WinBackup, which is a backup software for Windows.
With WinBackup you can take backup from Outlook express, Microsoft outlook, Eudora and Netscape.
You can have the backup compressed which saves you file space.
One drawback is that the backup is made on all your emails and not on specific folders.
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